SB Order No. 24/2021
F.No. FS-10/3/2020-FS
Government of India
Ministry of Communications
Department of Posts
(F.S.Division)
Dak Bhawan, New Delhi-110001
Dated:29.08.2021.
ADDENDUM-II
To,
All Head of Circles/Regions,
Sub: – Regarding the implementation of the CBS-CTS Integration and Centralized Cheque clearing solution from 30.08.2021.
Sir/Madam,
Please refer to SB Order No. 24/2021 dated 18.08.2021 and Addendum to SB Order No. 24/2021 dated 21.08.2021 in which rollout of CBS-CTS Integration solution was scheduled on 23.08.2021 and the same was deferred due to connectivity issue.
2. The network connectivity issue between CBS and CTS application has been resolved. Accordingly, the competent authority has decided to deploy CBS-CTS Integration and Centralization of Cheque Clearing operations at Chennai GPO from 30/08/2021.
3. From 30.08.2021 all GPOs/HPOs shall scan cheques collected for POSB operations (outward cheques) of CBS post offices in the new CTS application only.
4. Inward clearing operations received on 30/08/2021 will be done in the old CTS application and Finacle by respective grids/HOs as per the existing procedure.
5. From 31/08/2021, Inward clearing will be handled centrally at Chennai GPO. CTS vendor will update the CTS application on 30.08.2021 for all GPOs/HOs.
6. Regarding the outward cheque lodged before 30.08.2021 in the CTS application, a report link will be made available in the new CTS application to download the report for previous days. The respective Grid/GPOs/HPOs shall follow the existing process for clearance of outward cheque lodged before 30.08.2021.
7. Approved Standard Account Procedure (SAP) for centralized grid clearance system is attached for information, guidance, and necessary action.
8. It is requested to circulate these amendments to all CBS Post Offices for information, guidance, and necessary action.
9. This issues with the approval of the DDG (FS).
Enclosed: – SAP for centralized grid clearance (CBS-CTS).
Yours Sincerely
(Devendra Sharma)
Assistant Director (SB-II)
Copy to:-
1. PPS to Secretary (Posts)
2. PS to Director General Postal Services.
3. PPS/ PS to Addl. DG (Co-ordination)/Member (Banking)/ Member (O)/ Member (P)/Member(Planning & HRD)/Member (PLI)/Member(Tech)/AS & FA
4. Addl. Director General, APS, New Delhi
5. Chief General Manager, BD Directorate / Parcel Directorate / PLI Directorate
6. Deputy Director General (Vigilance) & CVO) / Sr. Deputy Director General (PAF)
7. Director, RAKNPA / GM, CEPT / Directors of all PTCs
8. Director General P & T (Audit), Civil Lines, New Delhi
9. Secretary, Postal Services Board/ All Deputy Directors General
10. All General Managers (Finance) / Directors Postal Accounts / DDAP
11. Chief Engineer (Civil), Postal Directorate
12. All Sections of Postal Directorate
13. All recognized Federations / Unions/ Associations
14. GM, CEPT for uploading the order on the India Post website.
15. MOF (DEA), NS-II, North Block, New Delhi.
16. Joint Director & HOD, ICCW Building, 4 Deendayal Upadhyay Marg, New Delhi-110002
17. Guard File
Accounting Procedure for Centralized Grid Clearance System
Introduction:-
Centralized Grid Clearance envisages centralized operation of Finacle Cheques in one PO (Chennai GPO as per SOP) which provides accounting solutions and provides prevent Cheque related fraudulent activities. According to the SOP Chennai GPO will process all Inward/Outward Finacle Cheques for PAN India. To implement the system, Cheque transactions of DoP may be separated as follows.
- Only CBS related Cheques (Inward/Outward) shall be sent to Grid for realization
- All other Cheques shall be realized and accounted through Local Accredited Banks.
Grid Settlement
Grid settlement with NPCI is happening at RBI, Current Account of the three Grid Pos as mentioned below.
1. RBI Current Account, New Delhi GPO
2. RBI Current Account, Mumbai GPO
3. RBI Current Account, Chennai GPO
Standard Accounting solution for Centralized Grid Clearance are furnished as follows.
A) Outward clearing
Stage 1 :
HPOs across the country will scan the CBS- Cheques received at their HPOs and the SOs/B0s come under the HPO in CTS application. Necessary checks shall be carried out by the units as mentioned in the SOP. Proper validations on the genuineness of account number are ensured by the CTS application. HPOs will not be allowed to open outward clearing zone in CBS application. No accounting entries shall be passed to F&A.
Stage 2.
Nodal PO-Chennai GPO will generate text files of Outward Cheques for PAN India, create three outward zones in CBS for the three grids and upload the data in CBS. The following accounting entries shall be passed for the amount received for realization at Grid PO Profit Center for the consolidated amount grid wise.
| Debit | Credit | Profit Center | Remarks |
| 4878200013 – Grid GL |
8878200013 – Grid GL | Grid PO | Total Outward Amount |
Stage 3.
The Cheques shall be submitted to the NPCI for realization through ORIGIN Application
Stage 4.
On receiving the realization particulars from the NPCI, Chennai GPO (Nodal Grid Office) shall post (Outward return file upload) the entries in CBS for all the three Grids. The other Grid POs and all HPOs across the country will not be allowed to post any document in CBS. The following accounting entries shall be passed.
For the realized Cheques
Case i)If the POSB Account stands at Grid PO
| Debit | Credit | Profit Center | |
| 4878200013 -Grid GL | 8800100010 – POSB | Grid PO | (POSB Deposits) |
| 4878200013 – Grid GL | 8878200013 – Grid GL | Grid PO
_ |
(Subsequent deposits of PPF/SSA and New Account are involved) |
Case i) If the POSB Account stands at other Post Office
| Debit | Credit | Profit Center | |
| 4878200013 – Grid GL | 8878200012 – Intersol CBS | Grid PO | (POSB Deposits and Subsequent deposits of PPF/SSA and New Account pertained to other PO) |
| 4878200012 – Intersol CBS | 8800100010 – POSB | Concerned PO | (POSB Deposits) |
| 4878200012 – Intersol CBS | 8878200013 – Grid GL | Concerned PO | (Subsequent deposits of PPF/SSA and New Account are involved) |
For the returned Cheques
If the POSB Account stands at Grid PO as well as other POs also
| Debit | Credit | Profit Center | |
| 4878200013 – Grid GL | 8878200013 – Grid GL | Grid PO | For the value of returned Cheques (Grid PO as well as Other PO) |
| 4800100010 – POSB | 1800423506 | Grid PO | Outward return charges — Wrt Grid PO POSA Accounts |
| 4800100010 – POSB | 1800423506 | Other PO | Outward return charges — Wrt Other PO POSA Accounts |
Stage 6: For opening of New Accounts and Subsequent deposits of PPF/SSA
Individual Post Offices including Grid PO shall check the balances under CBS Office Account SOL ID+0382 and clear the balances (New Account opening / subsequent deposit to SSA/PPF ) accordingly. Proper EOD Checks shall be validated by FSI in this regard. Following Accounting entries shall be passed from CBS to F&A
| Debit | Credit | Profit Center | |
| 4878200013 – Grid GL | 8800100020 | Concerned PO | SSA Deposits |
| 4878200013 – Grid GL | Concerned Products | Concerned PO | New Account opening |
Consolidation of the above Accounting Entries for Outward Cheque posting in Finacle as follows.
| Debit GL | Credit GL | Profit Center | Remarks |
| 4878200013 – Grid GL | 8878200013 – Grid GL _ | Grid PO | Outward file upload /Zone Creation |
| After realization | |||
| 4878200013 – Grid GL | Grid PO | Total Outward Amount | |
| 8800100010 –
POSB |
Grid PO | Grid PO —POSA Realized Amount | |
| 8878200013 – Grid GL | Grid PO | Grid PO — Other Product Realized ( SOL+0382) | |
| 4878200013 – Grid GL | Concerned Product GLs | Grid PO | Grid PO -Other Product Clearance |
| 8878200013 – Grid GL | Grid PO | Grid PO and other PO —Return Cheques | |
| 8878200012 – Intersol CBS | Grid PO | Other PO — Total Amount Realized | |
| 4878200012- Intersol CBS | 8800100010 –
POSB |
Other | Other PO- POSA Realized Amount |
| 8878200013Grid
GL |
Other | Other PO – Other Product Realized ( SOL+0382) |
|
| 4878200013 – Grid GL | Concerned Product GLs | Other | Other-Other Product Clearance |
| 4800100010 –
POSB |
1800423506 | Grid PO | Grid PO-Outward Cheque return Charges |
| 4800100010 –
POSB |
1800423506 | Other | Other PO-Outward Cheque return Charges |
B) Inward clearing
Stage 1 :
On receiving inward Cheques through CTS application, Chennai GPO after taking technical validation in CBS as mentioned in the SOP shall create three inward zones for all the three Gridsand upload the Cheques in CBS. The following accounting entries shall be passed for the total inward amount received for realization.
| Debit | Credit | Profit Center | Remarks |
| 4878200013 – Grid GL |
8878200013 – Grid GL | Grid PO | Total Inward Amount |
Stage2:
Post realization of Cheques, the following accounting entries shall be passed.
For the realized Cheques
Case i) If the POSB Account stands at Grid PO
| Debit | Credit | Profit Center | Remarks |
| 4800100010 – POSB | 8878200013 – Grid GL | Grid PO | (POSB withdrawals) |
Case ii) If the POSB Account stands at other Post Office
| Debit | Credit | Profit Center | Remarks |
| 4800100010 – POSB | 8878200012 – Intersol CBS | Concerned PO | (POSB withdrawals) |
| 4878200012 – Intersol CBS | 8878200013 – Grid GL | Grid PO |
In case of bounced/returned Cheques due to insufficient fund or any other reason,
| Debit | Credit | Profit Center | |
| 4878200013 – Grid GL | 8878200013 – Grid GL | Grid PO | For the value of returned Cheques of Grid PO and Other PO |
| 4800100010 – POSB | 1800423505 | Grid PO | Cheque return charges of Grid PO |
| 4800100010 – POSB | 1800423505 | Other PO | Cheque return charges of concerned PO |
Cases referred to Branch
The SOP has clearly mentioned if the “refer to Branch cases” are not attended by the concerned unit within the stipulated time, the cheques shall be treated as rejected. Hence no separate accounting entries are required for the cases. However Accounting entries are required for the cases ” Referred to Branch-Non CBS Post Offices” which are as follows.
At Non CBS PO, Entries in SB Cash shall be
| Payments /Debit | Receipts /Credit |
Profit Center | Remarks |
| 4800100010 – POSB | 8878200012 – Intersol CBS | Other PO | (POSB withdrawals) of Non CBS PO |
| 4800100010 — POSB Wdls | 1800423505 — Cheque return Charges | Other PO | Cheque return charges of concerned PO |
At Grid PO, the following entries shall be made for those cases by Chennai GPO against the Grid PO Profit Center.
| Payments /Debit | Receipts /Credit |
Profit Center | |
| 4878200012 – Intersol CBS | 8878200013 – Grid GL | Grid PO | (POSB withdrawals) of Non CBS PO |
| 4878200013 – Grid GL | 8878200013 – Grid GL | Grid PO | Value of the returned Cheque pertained to Non CBS PO |
Consolidation of the above Accounting Entries for Inward Cheque posting in Finacle as follows.
| Debit GL | Credit GL | Profit Center |
Remarks , |
| 8878200-013 – Grid GL | Grid PO | Tota-l Inward Amount | |
| 480010-0010 –
POSB |
Grid PO | Grid PO- POSA Realized | |
| 4878200-013 – Grid GL | Grid PO | Grid PO and other- Return Cheques | |
| 487820-0012 – Intersol CBS | Grid PO | Other PO-Inward Amount , | |
| 887820-0012 – Intersol CBS | Other | Other PO-Inward Amount | |
| 48001-00010 –
POSB |
Other | Other PO- POSA realized | |
| 4800100-010 – | 180042-3505 | Grid PO | Grid PO-Inward Cheque return Charges |
| POSB | |||
| 4800100010 –
POSB |
1800423505 | Other
, |
Other PO-Intward Cheque return Charles |
| 4800100010 – POSB | 8878200012 – Intersol CBS | Other PO | (POSB withdrawals) of Non CBS PO |
| 4800100010 — POSB Wdls | 1800423505 — Cheque return Charges | Other PO | Cheque return charges of concerned PO |
| 4878200012 – Intersol CBS | 8878200013 – Grid GL | Grid PO | (POSB withdrawals) of Non CBS PO |
| 4878200013 – Grid GL | 8878200013 – Grid GL | Grid PO | Value of the returned Cheque pertained to Non CBS PO |
C) Settlement with NPCI in RBI Current account of the Grid PO
Aspects to be taken into account
- Since the settlement is directly happened in RBI Current Accounts, the mandated process transactions with Public Sector Banks, DMS from FPB, involvement of PSB suspense are not applicable here.
- However the amount received/paid in RBI Current Account shall be accounted by the respective three Grid Units in Remittance to bank/Drawing from Bank Cleared GLs against the Grid unit Profit Center
- Final adjustments with the RBI statement received from CAS, Nagpur shall be carried out by the PAOs by direct transfer from Remittance to Bank and Drawing from Bank to RBI Deposits. There is no need to transfer the amount to PSB Suspense
Accordingly accounting solution for Grid PO (New Delhi, Mumbai, Chennai) is prepared and submitted below.
Stage 1 :
Fresh Cheque submission/exchanging with NPCI for realization.
Case i) If amount is credited (receipt) at RBI Current Account of the Grid PO, on seeing the statement, the Grid PO (All the three Grid Pos on seeing the Bank Statement) shall make the following accounting entries in F&A
| Debit | Credit | Profit Center | Remarks |
| 4867700131 — Mumbai 4867700191- Chennai 4867700241- Delhi (Remittance to Bank Clearing GL) | 8878200013 – Grid GL | Grid PO | For the amount received in current account. Manual Posting linking to the amount verified in the Scrolls |
Case ii) If amount is debited (payment) from RBI Current Account of the Grid PO, on seeing the statement, the Grid PO (All the three Grid Pos on seeing the Bank Statement) shall make the following accounting entries in F&A
| Debit | Credit | Profit Center | Remarks |
| 4878200013 – Grid GL | 4867000132 — Mumbai 4867000192 — Chennai 4867000242 — Delhi (Drawing From Bank Clearing GL) | Grid PO | For the amount paid from current account. Manual Posting linking to the amount verified in the Scrolls |
Stage 2:
At the timeof return file submission/exchanging
Case i) If amount is credited (receipts) at RBI Current Account of the Grid PO, on seeing the statement, the Grid PO (All the three Grid Pos on seeing the Bank Statement) shall make the following accounting entries in F&A.
| Debit | Credit | Profit Center | Remarks |
| 4867700131 — Mumbai 4867700191- Chennai 4867700241- Delhi (Remittance to Bank Clearing GL) | 8878200013 – Grid GL | Grid PO | For the amount received in current account. Manual Posting linking to the amount verified in the Scrolls |
Case ii) If amount is debited (payments) at RBI Current Account of the Grid PO, on seeing the statement, the Grid PO (All the three Grid Pos on seeing the Bank Statement) shall make the following accounting entries in F&A.
| Debit | Credit | Profit Center | Remarks |
| 4878200013 – Grid GL | 4867000132 — Mumbai 4867000192 — Chennai 4867000242 — Delhi (Drawing From Bank Clearin GL | Grid PO | For the amount paid from current account. Manual Posting linking to the amount verified in the Scrolls |
Accounting of NPCI Charges
| Debit | Credit | Profit Center | Remarks |
| 3030622800 (Prof Sery chgs for SB work | 4867000132 — Mumbai 4867000192 — Chennai 4867000242 — Delhi (Drawing From Bank Clearing GL) | Grid PO | For the amount paid from _
current account. Manual Posting linking to the amount verified in the Scrolls |
Stage 3 :
level pairing work are carried out the three Grid Post Offices and transactions shall be moved into cleared GLs of Remittance to Bank and Drawing From Bank
D) Wrt TNF Locations
FS Division may issue clear instructions in connection with TNF Location transactions. Finacle Office Accounts mapped with Intersol CBS and Grid Clearance GL shall be accounted properly. The following descriptions may be created in SB Cash Module. FS Division may clearly circulate the Finacle Office accounts mapped with Intersol CBS GL and Grid Clearance GLs.
- Intersol, CBS receipts
- Intersol CBS Payments
- Grid Clearance receipts
- Grid Clearance Payments
TNF locations shall be classified as follows.
1. Under CSI enabled DDOs
Case i) CBS enabled Offices but no CSI
Based on the Finacle Office Accounts (Which are mapped Grid Clearance GL), the unit has to account the transactions in SB Cash Module. Wrtlntersol CBS GL transactions SB Order No 09/2019 may be followed.
Case ii) Non CBS and Non CSI Offices
Inward Clearing (Sanchay Post) only may come to the picture. The withdrawals shall be accounted as per SAP (Receipt side- Intersol CBS and Payment side —POSB Withdrawal).
Responsibility of the DDO
DDOs has to ensure on receiving the daily account that the Intersol CBS and Grid Clearance transactions are accounted under correct GLs against the Profit Center. And its HPOs responsibility
PAOs role:
PAOs have to maintain the list of such TNF Offices under each DDOs and ensure the accounts are properly reflected in the GLs.
2. Non CSI DDOs
Case i) CBS enabled Offices
Based on the Finacle Office Accounts (Which are mapped Grid Clearance GL), the unit has to account the transactions in SB Cash Module. Wrtlntersol CBS GL transactions SB Order No 09/2019 may be followed.
Case ii) Non CBS
Inward Clearing (Sanchay Post) only may come to the picture. The withdrawals shall be accounted as per SAP (Receipt side- Intersol CBS and Payment side —POSB Withdrawal).
Responsibility of the DDO
DDOs while preparing monthly cash account shall account the Intersol and Grid Transactions correctly
PAOs role:
PAOs while classifying the cash account, shall take the Intersol and Grid Transactions under HOA 878200121010000.
E) Settlement Accounting at PAOs
On receiving the RBI Statement, the following accounting entries shall be passed by the PAOs (Chennai, New Delhi and Mumbai) against the Grid PO Profit Center for the amount accounted in RBI Current Account
| Debit | Credit | Profit Center | Remarks |
| 4867000130 — Mumbai 4867000190 — Chennai 4867000240 — Delhi (Drawing From Bank Cleared GL) | 8867500010 —Deposit with RBI | At PAOs | For the amount paid from current account |
| 4867500010 —Deposit with RBI) | 4867700130 — Mumbai 4867700190- Chennai 4867700240- Delhi (Remittance to Bank Cleared GL) | At PAOs | For the amount received to the current account |
F) Duties and responsibilities in the revised operational procedure and accounting procedure
Post Offices
- Outward- Scanning the Cheques in CTS Application
- Inward — Timely response whenever “referred to Branch cases” are received
- Non-CSI Offices to ensure proper accounting as per CBS reports against Grid GLs and Intersol CBS GLs
- CSI Offices — no need to make any accounting
Grid PO- Chennai
- Creating Outward and Inward zones for all the three Grids and uploading in Finalce
- Posting the Cheques after realization
- Accounting of “Cases referred to Non-CBS Offices”
All Grid Pos- including Chennai
- On seeing the receipt/payment scroll (e-Ledger) of the RBI Account, Grid PO shall tally the amount with the Grid GL reports and account the transactions as per SAP
- Accumulated balances under the Grid GLs (4878200013 and 8878200013) should be zero at the close each and every particular day.
All PAOs
- Ensure no manual posting in the Grid GLs and Intersol CBS GLs- Exceptional Non CSI units
- Ensure non-CSI units Grid / Intersol transactions are accounted as per CBS reports
- Ensure that all related accounts codes of CBS and Grid Accounts are zero at the end of the day.
- Ensure non-CSI unit Grid/intersol transactions are booked under HOA878200121010000
- The Identified PAO shall ensure that CBS intersol and Grid GL are zero at the end of the day
PAOs where Grid is situated ( New Delhi, Mumbai, Chennai)
- Ensure RBI-Current Account transactions are accounted properly in Grid PO Profit Centers
- On Receiving RBI statement, PAOs to ensure the RBI Adjustments are made properly.
G. K. PADHY
Sr. DDG AF)
